How to use Zoom: 10 tips and tricks for better video meetings

The best video conferencing apps can do more than merely enable a virtual face-to-face meet. They let you show what ‘s on your screen to everyone else on the call, seamlessly pass control of the meet to another person, and record the call as a television. Web conferencing service Zoom offers these features and more, some of them hidden options in advanced menu. The tricks and tips below will show you how to use the app better to work, learn, and communicate with others virtually. Some of these tips include ways that you can connect Zoom with other democratic apps to automate your work. Zapier is an automation platform that lets you connect your front-runner apps to save time, cut down on boring tasks, and focus on the work that matters most. Our automations are called Zaps, and you ‘ll see respective pre-made Zaps ( which we call Zap templates ) throughout this piece. To get started with a Zap template, just chink on it, and we ‘ll guide you through customizing it—it lone takes a couple minutes. You can read more about setting up Zaps here. Note: To set up integrations between Zoom and Zapier, you need a pay Zoom account. free account holders do n’t have access to the Zoom API .

1. Automatically schedule meetings—and let people know about them

If you run a distribute of meetings—for example, with clients—but do n’t have an assistant, you might want to connect your scheduling app, Zoom, and your calendar. Whenever person books an appointment in a schedule app, for example, Zapier can mechanically create a raw Zoom meeting and add it to whatever app you use for your personal calendar. here are some pre-built Zaps to power this work flow, but you can create a Zap with whatever apps you use.

To make this automation evening more brawny, you can add a footfall that shares the meet details with your team via a new world chat app like Slack. We use this automation all the clock hera at Zapier—any fourth dimension a new team meet in Zoom kicks off, the Zoom connect gets posted to the appropriate distribution channel in Slack mechanically .

2. Create recurring meetings with saved settings and one URL

Zoom recurring meeting schedule For hebdomadally meetings, monthly check-ins, and early regularly-scheduled calls, Zoom lets you create a recurring confluence. There are two benefits to using this context. First, it lets you lock in all the shout settings you want once and have them be in place every meter you meet. Second, recurring calls use the same join URL each time, so you never have to send a fresh one to attendees. additionally, if you meet with the lapp group regularly but not on a regular agenda, you can choose an option called No Fixed Time, which lets you use the same settings and meeting ID over and over with the same group, no count when you get together. This option is democratic with educational groups who use Zoom as their virtual classroom. How you do this will depend on which platform you ‘re using, but you can refer to Zoom ‘s software documentation for setting up your recurring touch. Fair warning that for any recurring meet, you can not schedule it with your personal confluence ID ( besides called PMI in Zoom ; it ‘s a virtual private meet outer space for you, and the connect never changes ). besides, know that all recurring merging IDs die after one class, so you ‘ll have to generate a fresh one then .

3. See who attended

Say you ‘re using Zoom to hold a mandate event, like a university lecture or a safety train session. You credibly want to know who attends. You can get that data from a report card once the meet is finished. The attendant list for all meetings lives in the Zoom Account Management > Reports section. Look for usage Reports, and then click Meeting to find the meet you want, select the report type and date range, and generate the report. Requirements: To generate an attendant list, you need to be the 1 ) the master of ceremonies of the meet, 2 ) in a function with Usage Reports enabled, or 3 ) an account administrator or owner. You besides need a Pro, API Partner, Business, or Education plan .

4. Collect information from attendees

Zoom registration page for attendees In addition to getting an attendance sheet, you can besides gather information from meet attendees about themselves before they join the call. For example, you might want to require that attendees provide their name, caller affiliation, or diligence. To collect this information, foremost you need to require Registration, an option found in the My Meetings check of the Zoom web app. then, you can set up a form that attendees must fill out before they can join the meet. For the adjustment imprint, Zoom provides standard fields, such as diagnose and caller affiliation, that you add using checkboxes. To add newfangled questions or fields, rise over to the yellow journalism called Custom Questions. If you ‘re using Zoom to run a digital event like a webinar, however, you might want to let attendees register via a form on your web site or an event management app. Automation is a great way to make sure that everyone who signs up for your webinar is then registered in Zoom. These pre-built Zaps are perfect for getting started : You can make this automation even more knock-down by making certain that any registrant information you collect is besides added to your CRM or email marketing tool, so you can follow up more well. Requirements: To require attendant data in Zoom, the host must have a Pro account. additionally, the meeting can not be your personal meet ID .

5. Record the call as a video

Zoom lets you record your web conferencing calls as television, a handy feature for sharing the merging with people who may have missed it or for reviewing what was said. mechanically upload Zoom recordings to Google Drive

Learn how

When you record, you must choose whether to use the local or overcast option. local means you store the video recording file yourself, whether locally on your calculator or in another repositing outer space that you provide. With Cloud, which is for paying members entirely, Zoom stores the video for you in its overcast memory ( different explanation types come with different amounts of storehouse ). One convenience of the overcast choice is that people can stream the video in a network browser once it ‘s ready. When creating a video from a league call, it makes a big difference in the final examination choice to optimize a few settings in advance. For example, some calls might be broadcast-style, where only the host appears on screen door. In that event, set zoom to only record the audio and television of the server. other calls might be in the style of a collaborative meet, in which event you want to record everyone. Be certain to explore Zoom ‘s settings at least a few minutes before recording a call. Requirements: To record video, you need Zoom on macOS, Windows, or Linux. If you do n’t see the option to record, check your settings in the vane app ( under My Meeting Settings ) or have your explanation administrator enable it. If you need to share the record belated, try one of these Zaps to mechanically plowshare once the recording has finished. If you record meeting attendees ‘ video recording or audio, it ‘s common courtesy—and in some places a requirement—to inform them before you do .

6. Have a collaborative annotation session

Zoom annotation Screen sharing allows the host of a call to display whatever ‘s on their screen to everyone else on the call. annotation tools let all the meet participants draw and highlight what ‘s on riddle, which can be vastly helpful when discussing ocular materials, such as mockups, graphic designs, and so forth. To annotate while viewing person else ‘s shared screen, blue-ribbon View Option from the top of the Zoom window, and then choose Annotate. A toolbar appears with all your options for annotating, including text, draw, arrow, and thus forth. The presenter can use the keep open button on the toolbar to capture the dispatch visualize with annotations as a screenshot. You can besides disable attendant annotation altogether .

7. Co-host calls

Meetings can have more than one person at the helm. A PR rep might want to cooperatively control a meet alongside an executive, or a team with more than one lead may prefer to each co-host preferably than choose one person over the other. Whatever your circumstances, you can start a Zoom predict and have more than one person be in charge. To use co-hosting tools, you inaugural must enable it in Zoom ‘s Meeting Settings. Look for the Meeting tab and choose the Co-host option. then, when you start a meet, delay for your co-host to join, and add the person by clicking the three dots that appear when you hover over their television box. alternatively, you can go to the Participants window, choose Manage Participants, levitate over the co-host ‘s name, and choose More to find the Make Co-Host option. Requirements: To use co-hosting, you need a Pro, Business, Education, or API Partner account with Zoom, and you need to run on macOS, Windows, Android, or io ( not Linux or world wide web ). If the option does n’t appear, ask your report administrator to enable the settings in the Meeting check for co-hosting privileges .

8. Give attendees a waiting room

Zoom attendee waiting room Zoom lets attendees get into a video call with or without the host being present. little groups sometimes like this option because they can have a few minutes to chit-chat before the meet formally kicks off. In some situations, however, it could be in poor human body to have attendees in a virtual room together, waiting for you to start. A better solution is to create a virtual expect room, where attendees remain on hold until you let them in all at the same clock or one by one. precisely how you enable a wait room depends on the type of history you have. When you set one up, however, you can customize what the attendees see while they await your grand entrance .

9. Let someone else schedule your meetings

People who work with an adjunct will love this option in Zoom that gives scheduling privileges to person else. Whoever manages your calendar can now schedule Zoom calls for you. To set up the schedule assistant privilege, log into Zoom, open Meeting Settings, and look under other. You ‘ll see a plus sign next to Assign Scheduling Privilege. Add your scheduling assistants by typing their electronic mail addresses and finish by clicking Assign. After you add your scheduling assistants, they must log out of Zoom and log back in for the feature of speech to take effect. From this period on, assistants can create meetings for others by using the Schedule instrument. Look for Advanced Options or Meeting Options ( depending on which version of Zoom you use ), and follow the prompts to create a newly meet. Requirements: The primary Zoom explanation holder and everyone who receives scheduling privileges must all have Pro or Corp licenses. And for webinars, both account holder and scheduler must have webinar licenses .

10. Learn a few essential keyboard shortcuts

If you use Zoom more than once a workweek, there are a pair of keyboard shortcuts worth learning to save you oodles of time. I is for invite. Press Cmd + I ( macOS ) or Alt + I ( Windows ) to jump to the Invite window, where you can grab the connection to the meeting or send invitations to others via e-mail.

M is for mute. Press Cmd + Ctrl + M ( macOS ) or Alt + M ( Windows ) when you are the meeting host and want to mute everyone else on the line. S is for share. Press Cmd + Shift + S ( macOS ) or Alt + Shift + S ( Windows ) to plowshare your screen. For more divine guidance on how to use Zoom more efficiently, explore more Zaps you can create with Zoom and Zapier .

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